5 Important Things To Acquire Best Quotes For Your Events Needs And Packages: Event Company in Singapore - Electric Dreamz

How to ensure that you get the best possible quote from an event company for your events in Singapore?

Event Company in Singapore

Here some of the things that an event company would need in order for them to provide you with the best quotes possible for your event needs and requirements.

1. Date, time and duration of event
2. Event venue information and number of expected guests
3. Event crew requirements
4. List of event elements required for the event, if you already know what you need
5. Event budget

DATE, TIME AND DURATION OF EVENTS

This is important information for any event company as it allows them to ensure availability of the event vendors for your event, as although event companies may have a few choices of event vendors they work with for specific event elements and items, the event services rates that are provided to event companies although lower, may vary according to the vendor chosen.

This includes the availability of audio visual suppliers, AV technicians, event crew, emcees, entertainers and deejays. Furthermore, AV equipment, event crew and manpower and rental of other event equipment and items depend on the number of event days, including rehearsals.

For some event companies, the rental rates and charges for the second day onward get much lesser, sometimes up to 50%-60% of the first day rate.

What happens if you are unable to provide the exact date, time and duration of the event to the event companies from whom you are requesting a quote from?

Usually, an event company that has not been provided this information will not be able to check with any of their vendors if they are available. The event company will then quote based on a higher rate for all event elements to ensure that in the case that when the event date, time and duration information have been made known to them, if their own group of event vendors are unavailable, they will be able to engage other event vendors who, can provide the same quality service but charge a higher rate for them.

Here is a video and blog by Electric Dreamz that touches on the event budget topic titled:
3 Key Ways To Lower Event Rental And Event Services To Avoid Over-Budgeting For Events

EVENT VENUE INFORMATION AND NUMBER OF EXPECTED GUESTS

Event Venue information and the number of expected guests is important information to event companies in order for them to be able to submit an attractive quote for your event requirements.

Here is why event venue information is important to an event company:

1. Understanding of event venue layout, unique rules and regulations.
2. If there is a need to climb a long flight of stairs for delivery, which requires additional manpower.
3. If it is an outdoor venue and if provisions have been made to shelter the event equipment including AV equipment from the weather elements.
4. If there will be high parking charges for parking at the loading and unloading bays.

As for the knowledge of expected number of guests for the event, this information that is especially essential for an event company to understand sound system requirements. Even information like the kind of seating for the guests play a part in the calculation of the exact sound requirements to ensure high quality event sound for your event guests.

Event Companies in Singapore - Calculation of Sound System Requirements

What happens if an event company is not given this information?

An event company that is not provided the event venue or the expected number of guests information will probably:

1. Not submit in a quote.
2. Send in an email reply instead, requesting for the information.
3. If an event company is only given the number of expected guests information, it might submit in a quotation but it will be much higher as it will not consider the possibility of convenient elevator access for delivery and, it will assume that it is an indoor event venue or if it an outdoor venue, a shelter or tentage has already been arranged to protect event and AV equipment from the weather elements.

Here is an Electric Dreamz blog that touches on this topic titled:
5 Important Points On Understanding PA Sound System Requirements - Before Contacting Sound System Rental And Event Companies For Event Sound Quotations In Singapore

EVENT CREW AND MANPOWER REQUIREMENTS

Event companies must be informed of any additional event crew and manpower requirements such as ushers and counter, service staff, photographers and videographers required, if the event elements are all decided by your company.

Event Company in Singapore - Event Crew and Manpower Requirements

If you have provided the event elements requirements list to the event company and are unsure of the number of staff that will be required to ensure a smooth, hassle-free and successful event, provide the event company with the job scopes. Through the understanding of the job scopes, a professional and reliable event company will be able to provide you with expert advice on the event crew and manpower requirements to ensure event success.

What happens if you provided the event element list that you require to the event company but did not update the event company on any additional event crew and manpower requirements?

Fret not. Professional and reliable companies, upon receiving the list of event elements, through their experience, if they receive a request for a particular event element, for example, if you had requested for the rental for event booths, they will ask if the event crew and manpower is to be provided for by the event companies or by your company.

Here is blog by Electric Dreamz titled:
Event Crew And AV Technicians Are The Most Underrated Event Elements Considered For Successful Events in Singapore

LIST OF EVENT ELEMENTS

If you already know what you need for the event, the list of event elements with all necessary details and specifications should be provided to the event company for them to be able to quote accordingly. Most times, there will be a further exchange of emails and phone calls made for more clarifications on the event elements that have been requested in order for the event company to quote their best price.

How is it important to provide detailed specifications to get the best quotes?

An example of how detailed specifications can affect the costs, is when you request for a photo booth for your event. A professional and experienced event manager or account manager handling your request will request to know if you will choose from existing photo booth designs and themes or if you prefer a custom or green-screen photo booth. The cheapest option would be to select from the existing photo booth options, which lowers your overall event package cost.

What if you want the event company to propose and quote based on their idea of the required event elements that will best suit your event theme requirements?

This is where it is important for the event company to be provided with the event budget. If an event company is not provided the list of event items required for your event, the event company will propose an appropriate and attractive list of recommended event elements based on your budget, theme and feasibility.

Here is a video and blog by Electric Dreamz on:
All You Need To Know About Photo Booths!

EVENT BUDGET

Here are 3 situations on how an event budget will enable an event company to provide you with attractive and best quotes.

Situation 1
If you provided the event company with the event element list and the event budget:
An event company with the required event elements list and the event budget will be able to negotiate with their event vendors for your event element requirements to meet your event budget or otherwise provide you with the best quotes possible.

Situation 2
If you provided the event company only the event element list without the event budget:
The event company will request for best possible quotes from their event vendors and quote you accordingly.

Situation 3
If the event company is not given the event element list or the event budget:

1. The event company might not submit a quote.
2. Request to know the budget if the event company is to propose and suggest the best possible event elements for your event.
3. Provide you with a list of possible event element options that you may consider to include for your event.

Transparency is important in order for both the client and the event company to work together to produce a high quality event for event guests. If there is limited information shared, this is lack of transparency which is the first sure sign that it may not lead to a productive mutually beneficial business relationship and, as such there is no point in even proceeding any further. This is why as mentioned in the earlier topics, if there is lack of important event information, event companies may not even send an email reply or submit in a quote.

Does the event budget have an effect on the quality of your event?

No. It only provides a direction and allow event companies in Singapore to work within the budget and quote on event elements that are within that budget as costs for event elements can vary substantially. For example, for event entertainment, the event company can choose to include and propose for a local and professional entertainer and for a higher budget, the event company can even consider including an local celebrity or a famous international entertainer for your event.

Here is an awesome blog and fun video by Electric Dreamz on event entertainment titled:
Event Entertainment: Different Types Of Entertainers You Can Include For Your Events In Singapore

ELECTRIC DREAMZ - EVENT COMPANY IN SINGAPORE

Electric Dreamz is a professional and reliable event management company in Singapore providing one stop quality solution for all live events, including social and corporate events.

Why is Electric Dreamz the right choice for providing you with high quality, professional and reliable event management services in Singapore?

Here are our event management services blogs titled:

1. 9 Key Points That Make An Event Company The Right Choice For Your Events
2. Event Company - Event Planning | Event Management: Inexpensive, Reliable And Quality One Stop Solution
3. 7 Important Things To Guarantee Quality, Professional And Reliable Event Management Services And Delivery For Corporate And Social Events In Singapore
4. Event Management Company In Singapore: How To Guarantee Events Success
5. Event Management Companies Singapore: Best Event Planning And Management Services
6. Event Company: 3 Core Values In The Ideal Event Partner

Event Company in Singapore, Electric Dreamz

"Turning Dreams Into Reality, Through Innovation & Creativity."

The Electric Dreamz Team believes in these 3 core values and apply we apply it in everything that we do:

"Transparency"

"Integrity"

"Professionalism"

Are you looking for an event company in Singapore to provide you with professional, reliable and quality event services for an upcoming event?

Contact us through email at assif@electricdreamz.com or call us at +65 8586 0502 or +65 6683 9541.

Thanks for taking the time and for your kind read. If you found this blog to be informative and useful, please like and feel free to follow us for latest updates.

Have a great week!

How To Guarantee Events Success: Event Management Company in Singapore - Electric Dreamz

Is there a foolproof methodology used by event management companies that can be applied to guarantee successful events?

Nothing is perfect, but the goal for an event management company must always be to achieve a successful event that leaves lasting impressions in everyone.

Here are 7 things that guarantee you event success:

1. Experienced Event Manager
2. Clear Understanding Of Clients' Requirements
3. Right Event Supplier Contacts
4. Right Event Crew and AV Technician Contacts
5. Event Element Backup Plans
6. Pre-Event Testing and Checks
7. Pre-Event Briefing, Training if necessary

EXPERIENCED EVENT MANAGER
Ideally, you would want to engage a reputable event management company with experienced and professional event managers.

Turnover in the events industry is high and engaging a reputable event management company may not always mean that the assigned event manager has the experience required to guarantee you high quality event management and execution.

As such, it is advisable to always request some background information on the event manager that has been assigned to to plan and manage your events.

Experienced Event Manager - Event Management Companies in Singapore

CLEAR UNDERSTANDING OF EVENT REQUIREMENTS

As a client, you have the firsthand information on what you are looking at to include and a vision for your event. Clear communication of what you want and need to the event management company is essential.

It is great to communicate through phone as it gives you that personal touch and increases the comfort level for both you as a client and the event management company, however, it is always a good idea to also follow-up with an email detailing what has been discussed.

Understanding Event Requirements - Event Management Company in Singapore

This ensures that everyone is on the same page and in writing it clarifies even further the details of the discussion and what exactly is required. Should anyone in the email loop not understand what has been indicated, a comfortable avenue to request for further clarification is available.

Here is an interesting blog by Electric Dreamz titled:
5 Important Points To Understanding PA Sound System Requirements Before Contacting Sound System Rental And Event Companies For Event Sound Quotations In Singapore

RIGHT EVENT SUPPLIER CONTACTS

Engaging the right event management company also provides you with assurance that the event suppliers, including the audio visual rental companies can provide you with high quality event services and elements.

Here is a recent event by Electric Dreamz, an Event Management Company in Singapore, that was executed perfectly from start to finish by working with reputable and reliable event suppliers.



An experienced event management company has the right contacts to reputable event suppliers with proven track records, that is an important aspect to guarantee successful events from start to finish.

Contrary to the common believe that engaging event management companies to provide a one stop solution to all your event needs will be more expensive, it is actually the opposite. An event management company works closely with affiliated and partner event supplier companies on a long-term basis and give them regular business throughout the year and the event suppliers they work with give them special low rates for their event services and products.

How would engaging an event management company lower your event package cost?

As a package, an event management company would normally calculate based on much lower per event item profit and cost and charge a reasonable overall event planning and management fee which makes the overall cost much lower than what you would get if you directly approach random event supplier companies for quotes.

Here are 2 interesting blogs on how event management companies can not only provide you with quality equipment but also lower your AV rental costs titled:

1. Tips To Guarantee Best AV Rental Rates: Quality Sound System, Event Lighting, LED Wall and Projector
2. 3 Reasons Why Engaging Event Management Companies Not Only Lowers Your Event Services Costs But Also Guarantee Successful Quality Events

RIGHT EVENT CREW AND AV TECHNICIANS CONTACTS

Event crew and AV technicians hired for your events also play a big part in guaranteeing successful events.

Event management companies through their extensive experience have the right contacts to event crew and AV technicians with proven track records in the events industry.

Here is a fun explanatory video by Electric Dreamz on this subject:



Here is a blog by Electric Dreamz that you might be interested in that is related to this topic titled:
Event Crew and AV Technicians are The Most Underrated Event Elements Considered For Successful Events in Singapore

EVENT ELEMENT BACKUP PLANS

An event management company always strives for the perfect execution of events, but sometimes by act of God things may not go as planned.

For example, an entertainer that has been engaged for your event might fall ill and is unable to perform at your event at the last minute. An event manager will have a backup plan ready to call in a last minute replacement who can perform the same set of entertainment or deviate slightly from the original planned entertainment.

Event Backup Plans - Event Management Company in Singapore

Most importantly, the quality of the entertainment, especially to provide a high quality entertainment segment is met and the event flow and programme is not affected.

The reaction time to solve the issue has to done in a calm and productive manner to ensure everything still runs smoothly no matter the unexpected situation that arises.

PRE-EVENT TESTINGS AND CHECKS

Pre-event Audio visual equipment testing for lighting, sound and visuals and checks on the event elements acquired and delivered for events is an essential part of any event to ensure it meets all requirements and is of high quality.

Audio Visual Equipment Testing - Event Management Companies in Singapore

A reliable event management company who engage the right event and audio visual suppliers provide you with an assurance that every event element is setup as required and is exactly as needed. The event management company will ensure quality checks are done on every event element and audio visual testings are carried out in a professional and effective manner which guarantees you an uninterrupted high quality event.

It is always preferred to have a reasonable setup time in order to give the event manager and his assistants sufficient time to oversee all checks and testings.

However, at times event venues may have a limited time allowance for setups due to an earlier event and tight turnover time, as such, having the right event company appointed for your event planning and management service who work with only reliable suppliers with proven track records guarantees that all event elements are of high quality always.

PRE-EVENT BRIEFING AND EVENT CREW TRAINING

Pre-event briefing is critical to ensure that everyone involved, from the event crew to the audio visual technicians, is on the same page. An event manager from a reliable and professional event management company already knows what is required throughout the event and understand every detail of the planned event programme.

The event manager understands the roles and responsibilities of everyone involved and:

• disseminates all required specific event information prior to event day to everyone involved
• ensures that everyone understands what their specific roles and responsibilities are
• if necessary, conducts training for the event crew for unique event requirements
• provides an early arrival timing for all involved
• arrives early for the event to not only ensure proper setup, checks, oversees testings but also to conduct on-site briefings for all involved

Pre-event Briefing and Training - Event Management Company

This ensures everyone is on the same page and understand clearly what is expected of them throughout the event up to the end of the event and disassembly time.

ELECTRIC DREAMZ - EVENT MANAGEMENT COMPANY IN SINGAPORE

Electric Dreamz is an event management company in Singapore for reliable and professional one stop quality solution for all live events, including social and corporate events in Singapore.

Why is Electric Dreamz the right choice for providing high quality, professional and reliable event management service in Singapore?

Here are blogs by Electric Dreamz on event management services titled:

1. Event Management Companies In Singapore: Best Event Planning And Management Services
2. 7 Important Things To Guarantee Quality, Professional And Reliable Event Management Services And Delivery For Corporate And Social Events In Singapore

Singapore Event Management Company - Electric Dreamz

"Turning Dreams Into Reality, Through Innovation and Creativity."

We go by these 3 core values and apply these in everything that we do:

"Transparency" 

 "Integrity"

 "Professionalism"

Are you looking for an event management company in Singapore for an upcoming event?

Contact us through email at assif@electricdreamz.com or call us at +65 8586 0502 or +65 6683 9541.

Thanks for taking the time and for your kind read. If you find this blog informative like us and follow us to receive regular updates.

Have an awesome week!